Job Posting Title:

Black Studies Collective Administrative Manager

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Hiring Department:

College of Liberal Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Feb 03, 2025

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

What benefits do I receive with UT? The university offers an impressive benefits package. For more details on benefits, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

For more information about the College of Liberal Arts, please visit: https://liberalarts.utexas.edu/.

Our college seeks to build a supportive, growth-minded community and cultivate outstanding and courageous leaders. For more information on the college staff leadership academy, please visit:
https://liberalarts.utexas.edu/resources-for-faculty-staff/staff-leadership-academy/.

For more information on college staff professional development, please visit:
https://wikis.utexas.edu/display/larc/Staff+Professional+Development+Fund.

Purpose

The Administrative Manager for the Black Studies Collective (BSC) is responsible for assisting in the coordination of programs, projects, research/academic, policy, and community-building events for  The Institute for Urban Policy and Analysis (IUPRA), African and African Diaspora Studies (AADS), The Warfield Center, and Art Galleries at Black Studies (AGBS) This role manages several key aspects of program operations, including but not limited to procurement, travel, reimbursements, and supports a positive and growth-oriented community through building trusted relationships with students, faculty, staff, and community members. This role works collaboratively across BSC units as well as colleges, schools, and centers across the University of Texas campus.

ResponsibilitiesCommunications/correspondence: Create and maintain correspondence including promotional documents, emails, letters, and presentations for BSC’s operational needs.  Review and update content on BSC’s websites for relevant information.  Maintain BSC’s contact list and listservs.  Serve as first contact for interested parties conducting business including visitors to BSC’s spaces.Event Planning: Plan and coordinate logistics for Warfield Center, AADS, and IUPRA events on and off campus.  Work with Galleries Manager in coordinating events for AGBS.  Assist with Black Studies Collective programming and event administration in an “all hands on deck” approach through collaborative teams.  Arrange guest speaker needs including honoraria, travel, and related logistics.  Arrange catering for events in consultation with university policies.  Work with Financial Manager for Black Studies to process payments for individuals and vendors.  File authorization documents to ensure compliance with University of Texas policies.  Arrange professional services needed for events including photography, videography, consulting, student assistance. Help manage the event calendar for the Black Studies Collective.Operational support: Administer operational needs for Warfield Center, AGBS, and IUPRA office areas.  Provide secondary support to AADS Operational Specialist for AADS areas.  Support Black Studies Financial Manager in processing payments and reimbursements for BSC units.  Direct faculty to self-service processes for initiating financial transactions.  Process reimbursements/payments/procurement card transactions for BSC unit administrators (Chair and Directors). Maintain organization of business traffic areas open to the public.  Contact Facilities Services for maintenance as needed.  Maintain and replenish storage areas by ordering supplies through established processes.  Administer inventory of controlled and capitalized items, including electronics and artwork owned by Warfield Center, AGBS, and IUPRA, and, with assistance from AADS Operational Specialist, complete annual inventory procedures as required by the University.Leadership Support: Organize and manage calendars for BSC leadership (Warfield Center, AGBS, and IUPRA). Arrange travel authorizations/direct billings/reimbursements for leadership as needed.Other related duties as assigned.

Required Qualifications

Bachelor’s Degree plus at least five (5) years of related clerical and administrative experience, preferably in a large organization. Excellent organizational and communication skills. Demonstrated ability to communicate to a large population. Demonstrated adaptability and history of service-minded approach to executing job functions. Success working both in a team setting and independently. Demonstrated ability to manage concurrent projects while proactively communicating to stakeholders.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor’s Degree with more than five (5) years of relevant experience.  Knowledge of University of Texas at Austin policies involving accounting, purchasing, and travel. Operational experience working in an academic department/center..

Salary Range

$55,000 + depending on qualifications

Working ConditionsWill work around standard office conditions including shared office space.Repetitive use of a keyboard at a workstation.Evening and/or weekend work may be required for some events as necessary

Required MaterialsResume/CV3 work references with their contact information; at least one reference should be from a supervisorLetter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.